Creating business documents Flashcards
Who are letters used to communicate with?
External customers
Who are momos used to communicate with?
Internal customers (staff within the organisation)
Who are emails used to communicate with?
Internal and external customers
Who would reports be sent to?
Both internal and external customers
What are the three main parts are reports usually organised in to?
- Introduction
- Main content
- Conclusions and recommendations
What is a template?
A template is a pre-prepared document that allows users to create business communications with a consistent presentation
How do templates save time?
They help produce documents quickly as you only have to change some information
Who are you likely to use formal language to communicate with?
External customers
Who are you likely to use informal language to communicate with?
Peers
Why is it important to add your job title at the end of a letter?
So that the recipient knows who the letter is coming from
What is a house style?
A house style is a set of guidelines that state how to organise and present documents
Why would an organisation use a house style?
Because it helps an organisation present a consistent and professional image, and also help save time and money
What is an opening salutation?
A greeting in a letter or email
What is a closing salutation?
the end of a letter or email
Why is it important to include the subject of a communication?
So that it explains and gets the readers attention
What are the two main aspects that need to be checked for accuracy?
- Spelling and grammar
- Factual accuracy (figures, reference numbers and dates)
Why is it important to be accurate?
So that your work doesn’t have any mistakes and gives customers a good impression of you and your organisation
What is the purpose of a report?
To bring together information that has been researched and compiled
What should the cover of a report contain?
Who the report is for and who it is written by
True or False
Once a house style has been adopted, it never really needs to be changed
False
it needs to be assessed regularly to make sure it doesn’t need to be changed
